ASSD-0612-SP15270000003-1 | CASE MANAGEMENT SOFTWARE

The West Virginia State Police is soliciting case management software through a sole-source procurement under solicitation number ASSD-0612-SP15270000003-1, with responses due by August 14, 2026. The contract seeks KASEWARE Insights software for 50 to 99 users, integration of two additional portal forms, and two days of onsite training. All data generated or collected under the contract remains the exclusive property of the State of West Virginia, and vendors are strictly prohibited from using State data to train artificial intelligence or machine learning models or deriving any commercial benefit from it. Upon termination, vendors must return or destroy all State data immediately and at no cost. The contract is awarded under FOB destination terms, with delivery and acceptance occurring in South Charleston, West Virginia. Payment is contingent upon legislative appropriation, and the State retains the right to audit vendor records for up to three years. The contract does not include automatic renewals, and any amendments or extensions require written approval from the West Virginia Attorney General. Vendors must comply with West Virginia law, including the Freedom of Information Act, and cannot assign obligations without prior written consent. The State may terminate the contract for convenience at any time with thirty days’ notice, paying only for completed and undisputed work. Vendors are required to indemnify the State against claims arising from their negligence or misconduct, and any conflicting vendor contract clauses on liability, venue, governing law, or dispute resolution are voided in favor of West Virginia law and state courts. Insurance, confidentiality, and access to vendor premises are mandated, and the vendor must affirm it has no outstanding debts or employer default status with the State. No contract value is specified due to missing unit pricing, and no formal evaluation factors, socioeconomic certifications, or UEI/CAGE codes are provided in the solicitation materials. The primary point of contact is Jonathan Nottingham of the West Virginia State Police, with all correspondence and submissions directed to the Department of Administration, Purchasing Division.